Administrative Operations Manager

Job Description

Job Description

Position Summary

The Administrative Operations Manager oversees daily administrative functions to ensure efficient agency operations, regulatory compliance, staff accountability, and effective communication between departments. This position provides operational leadership, supports billing and scheduling processes, monitors administrative performance, and collaborates with Human Resources to facilitate recruitment, onboarding, and employee training.

The Administrative Operations Manager works closely with HR leadership but does not independently manage HR functions or make final employment decisions.

Essential Duties & Responsibilities

Administrative Operations

• Oversee daily office operations and administrative workflows.
• Supervise assigned administrative personnel and delegate responsibilities.
• Ensure adequate office coverage and timely completion of administrative tasks.
• Coordinate communication between scheduling, clinical, billing, and HR departments.
• Identify operational deficiencies and implement approved improvements.
• Prepare operational reports and updates for executive leadership.

Scheduling & Service Coordination

• Monitor scheduling operations and staff coverage.
• Coordinate with scheduling personnel to address staffing gaps.
• Ensure timely communication regarding scheduling changes.
• Assist with resolving operational concerns affecting service delivery.
• Escalate patient care and clinical concerns to appropriate clinical leadership.

Human Resources Support

• Collaborate with the HR department on recruitment and onboarding coordination.
• Assist with scheduling interviews, orientations, and employee training.
• Monitor assigned onboarding tasks and communicated outstanding requirements to HR.
• Assist with tracking employee certifications and mandatory training.
• Support employee engagement and retention initiatives.
• Refer personnel concerns, disciplinary matters, and employment decisions to HR leadership.

Billing & Financial Administration

• Monitor administrative billing workflows and documentation deficiencies.
• Assist with accounts receivable follow-up and insurance-related concerns.
• Coordinate with billing personnel to resolve administrative discrepancies.
• Support improvements to revenue cycle processes.

Compliance & Quality Assurance

• Conduct administrative documentation audits.
• Monitor compliance with agency administrative policies.
• Assist with preparation for regulatory inspections and surveys.
• Track assigned corrective actions and ensure timely follow-up.
• Maintain accurate and confidential agency records.

Leadership & Performance

• Provide guidance and coaching to assigned administrative staff.
• Monitor departmental productivity and task completion.
• Promote professionalism, accountability, and teamwork.
• Participate in management meetings and operational planning.
• Report operational concerns and recommendations to executive leadership.

Minimum Qualifications

• Bachelor's degree in Healthcare Administration, Business Administration, or related field preferred.
• Master's degree in Healthcare Administration or related field highly desirable.
• Minimum 5 years of healthcare administrative or management experience preferred.
• Experience with medical billing, insurance processes, and accounts receivable.
• Experience supervising administrative staff and coordinating office operations.
• Strong organizational, communication, and problem-solving abilities.
• Proficiency with Microsoft Office and ability to learn Paylocity, Alora, and other agency systems.
• Knowledge of HIPAA, confidentiality, and healthcare administrative compliance.

Supervisory Authority

Supervises assigned administrative personnel and oversees delegated operational functions. Works collaboratively with Human Resources and clinical leadership.

Hiring, termination, compensation changes, formal disciplinary decisions, and clinical supervision remain under the authority of designated department leadership and agency administration.

Equal Employment Opportunity

Vision Healthcare, LLC is an Equal Opportunity Employer committed to maintaining a professional, inclusive, and respectful workplace.